Client records in one Customer File
BOC’s client records live in one Customer File per person, with details, visits, payments, medical history, notes, photos and files, prescriptions, insurance, a dental chart, and signed contracts. Your front desk, doctors, and cashier open the same file on the web or in the BOC app, so everyone works from the same facts.
What it does
Every client in BOC has a Customer File. The header shows the name, branch, email, date of birth, and joined date, with two counters: Available for visits still to come and Done for visits already finished. Below it, tabs split the file into Overview, Appointments, Dental Chart, Images & Files, Notes, Prescriptions, Insurance, Diseases & Medicine, and Contracts. Dental Chart appears when the dentist feature is on and reads teeth in FDI or Universal numbering, Prescriptions and Insurance appear when those features are on, and each role sees the tabs it is allowed to open.
Overview holds the details the desk relies on: name, user code, email, phone with country code, gender, date of birth, marital status, and branch, plus Medical Details for blood type, allergies, and previous surgeries. Appointments lists every visit with its date, time, status, service, staff, resource, cost, Paid This Session, remaining, branch, and VIP flag, and treatment-plan visits show the total cost and the paid total. Filters narrow the list by status, service, staff, resource, and dates, Load older brings back earlier visits, and each visit can be edited from the tab.
The other tabs keep the clinical and paper side of the relationship. Images & Files stores before and after photos and lab results, each with the date it was added and the staff member who added it, ready to download, rename, or delete. Notes are dated, titled, and signed with the staff name. Prescriptions are numbered and print in one click, and their WhatsApp button opens a chat with the client that carries a link to the prescription PDF. Insurance holds the company, the policy, and pre-approvals, Diseases & Medicine lists chronic conditions and current medicines with who added each one, and Contracts shows each consent the client signed, with a Print button for a paper copy.
From the File list to the next visit
The File page lists your clients with name, phone, and gender. Search finds a person by name, phone number, or user code, the Customer and Staff buttons switch between client files and team files, and Add New Customer File starts a new record. Each row has quick buttons to open WhatsApp, move the client to another branch, or delete the file, shown to the roles that hold those permissions.
Inside the file, Add Appointment books the next visit for this person, and every visit card shows what the session cost, what was paid in that session, and what remains. The Available and Done counters at the top open the matching visits. When the doctor opens the patient in the Dr. Room, the notes, prescriptions, and images written there land on these same tabs, so the desk sees them as soon as they are saved.
Permissions, branches, and the BOC app
Roles decide who sees what. Notes, prescriptions, insurance, diseases and medicines, the dental chart, images, and files each have their own view, add, edit, and delete permissions, and contracts have view and update. A role opens either All Files or Only Patient Files, which limits a doctor or therapist to the clients they have had appointments with. Moving a client to another branch and deleting a client are separate permissions too, so a receptionist can work the file while a manager keeps those two actions.
The same Customer File opens in the BOC app for iOS and Android, with the same sections listed under the client’s header. From a phone, staff edit the overview, add notes, take a photo with the camera or pick one from the gallery, write, print, or send a prescription, record diseases and medicines, update insurance, book a visit, work on the dental chart, and collect the client’s signature on a contract.
How it works in BOC
- Open File and search. Search by name, phone, or user code. Use Add New Customer File for someone new.
- Check the Overview. Confirm phone, gender, date of birth, and branch, and fill Medical Details: blood type, allergies, and previous surgeries.
- Book from Appointments. Press Add Appointment. Each visit card then shows cost, paid this session, and remaining.
- Add notes, images, and files. Write a dated note, or add before and after photos and lab results under Images & Files.
- Keep the clinical record. Record diseases and medicines, write prescriptions, link insurance, and review the client’s signed contracts.
Who it is for
Clinics Doctors read allergies, previous surgeries, diseases, and medicines before writing a prescription in the same file.
Dental clinics The Dental Chart tab sits next to the patient’s visits, payments, insurance, and signed consent.
Dermatology and laser Before and after photos sit beside each laser session and the consent the client signed for the treatment.
Beauty salons Stylists read the client’s notes and past services before the next appointment.
Spas Therapists check allergies and notes before a massage or facial, and the desk sees what is still to pay.
Barbershops Each client’s visits, the barber who served them, and any open balance are one search away.
Physiotherapy Every session of a course appears on the Appointments tab with what was paid and what remains.
Sports clubs Each member’s sessions, payments, and coach notes stay together on one file.
Private coaches Coaches keep each client's allergies, previous surgeries, session notes, and progress photos on one file.
What your team gains
- One file per client for details, visits, money, and medical history.
- Visit cards show cost, paid this session, and remaining.
- Photos and lab files show who added them and when.
- Numbered prescriptions that print or go out on WhatsApp.
- Signed contracts and insurance approvals stay with the client.
- View, add, edit, and delete permissions per tab, on the web and in the BOC app.
Questions
Does BOC have patient records software?
Yes. Every client has a Customer File with Overview, Appointments, Images & Files, Notes, Prescriptions, Insurance, Diseases & Medicine, and Contracts tabs, plus a Dental Chart for dental clinics. The desk, the doctor, and the cashier all open the same file.
What medical details can I keep on a client?
Overview has Medical Details for blood type, allergies, and previous surgeries. The Diseases & Medicine tab lists chronic diseases and the medicines the client takes, with who added each record and when.
Can I store before and after photos in the client file?
Yes. Images & Files keeps images, such as before and after photos, and files, such as lab results. Each item shows the date it was added and the staff member who added it, and you can download it.
Can I limit which staff see a client file?
Yes. Each tab has its own view, add, edit, and delete permissions, and a role can be limited to Only Patient Files, the clients that staff member has had appointments with. Moving a client to another branch and deleting a client need their own permissions as well.
Is the client file in the mobile app?
Yes. The BOC app for iOS and Android opens the same Customer File with the same sections. Staff can edit the overview, add notes, upload photos from the camera or gallery, write prescriptions, update insurance, book visits, and collect a contract signature from a phone.
How do I find a client quickly?
Open File and type a name, a phone number, or the client’s user code in Search. The list shows name, phone, and gender, with buttons for WhatsApp and for moving the client to another branch.
Can I message a client from the file?
Yes. The WhatsApp button in the file header opens a chat with the client’s phone number. Each prescription also has its own WhatsApp button, which opens a chat with a link to the prescription PDF.
Does the client file include a dental chart?
Yes. When the dentist feature is on, the Dental Chart tab sits in every Customer File, with FDI or Universal tooth numbering. It is next to the patient’s visits, payments, insurance, and signed consent.